Muskingum University invites applications for an Administrative Assistant for Physical Plant. Reporting to the Senior Director of Facilities, Physical Plant, Mailroom, and Copy Center, this position manages the office’s bookkeeping in close collaboration with the Business Office and overall scheduling of campus facilities. This position also provides coverage to and supplements the work of the Advanced Administrative Assistant for Physical Plant by assisting with the day-to-day operations of the department.

Muskingum offers a comprehensive benefits package, such as medical, dental, and vision insurance, term life insurance, and immediate access to tuition waiver through the University's tuition remission or tuition exchange programs (subject to program guidelines). More information about benefits is available on the Human Resources website.

MAJOR RESPONSIBILITIES

Department Finance

• Establish and maintain budget records, including monthly reconciliation.
• Coordinate all records associated with purchasing card transactions.
• Process invoices.
• Generate reports or requisitions.
• Design and maintain databases for various applications, including, but not limited to, project costs, utility costs, and consumption.
• Design and manage utility spreadsheet.
• Design and maintain individual project budgets.
• Cultivate relationships with vendors, suppliers, and other departments regarding procurement, billing, and other Plant Services.
• Procure needed supplies and parts.

Scheduling

• Participate in regular meetings with campus stakeholders to discuss scheduling needs for all aspects of internal and external events occurring on campus and assign facilities. This position will require particularly close collaboration with the Assistant Athletic Director assigned to manage athletic facilities.
• Assist with assessment of resource needs, such as residence hall usage, meeting room usage, type of program, projected number of attendees, and dining needs.
• Serve as a liaison between the conference staff, facilities, and other service/support departments to ensure success of the event.
• Maintain the campus scheduling database (“25 Live”) and work with other users to communicate schedule and facility needs and modifications to appropriate parties. Communicate and resolve problems effectively and in a timely manner with event coordinators and Physical Plant staff.

General Office Support

• In collaboration with the Advanced Administrative Assistant to Physical Plant, provide administrative assistance to the Sr. Director and management team, such as the following:
  • Manage and compose general correspondence.
  • Manage scheduling.
  • Draft documents.
  • Answer multiple telephone lines and respond or take messages as appropriate.
  • Open and distribute mail.
  • Assist with management of the Physical Plant email account.
• Establish, implement, and maintain hard copy and electronic file systems, maintain, purge and archive records as appropriate.
• Assist department supervisors in managing inventory, scheduling, and other general needs.
• Use proprietary software packages.
• Schedule fleet vehicles and procure rental vehicles.
• Manage work order system.
• Collect, maintain, and keep current MSDS sheets.
• Generate reports as requested.
• May assist the Mailroom with billing and student worker oversight.

The above statements reflect the general duties and responsibilities necessary to describe the major functions of the position and should not be considered a complete description of the essential functions of the position. This Job Description is not intended to be all inclusive. The employee will be assigned by the immediate supervisor to perform other duties as needed or to perform other reasonable related duties, including special projects.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• High school diploma or GED required; associate’s degree preferred.
• At least two years of experience providing administrative support; accounting experience preferred.
• Excellent oral and written communication skills, including writing proficiency in preparing, editing, and proofreading materials using standard business conventions.
• Excellent technology skills, including demonstrated knowledge of Microsoft Office 365 products, office management programs, databases, internet, and social media sites.
• Ability to work independently.
• Ability to anticipate needs and provide proactive support.
• Ability to effectively organize and prioritize multiple projects simultaneously.
• Ability to interact effectively with a wide variety of people, demonstrating intercultural competence and a thoughtful communication style.
• Ability to exercise appropriate discretion and high ethical standards in all interactions while maintaining appropriate confidentiality.
• Ability to prioritize assignments, meet deadlines, anticipate workflow, and multi-task in a fast-paced environment.
• Knowledge of basic office management and organization, including electronic access and storage of records.
• Ability to maintain information with the utmost confidence and avoid conflicts of interest.
• Meticulous attention to detail.

HOW TO APPLY

Applications must include a statement of interest and current resume. If not provided, references may be requested. Application materials should be sent by email to careers@muskingum.edu or faxed to 740-826-6131. Please include the position title in the subject line of your correspondence.

Muskingum University actively seeks out and welcomes administrators and staff who are committed to excellence in student learning, consider the engagement of diverse communities in the University’s educational programs and activities, and are committed to full inclusivity at the University. As an equal opportunity employer, Muskingum welcomes applications from individuals from populations, which have been historically underrepresented in higher education and/or have experience working with students from diverse backgrounds.

Muskingum University does not discriminate in its employment or educational programs or activities.